Chapter 11
Technology to Support Workplace and Occupancy Programs
Global Occupancy Insights 2021-2022
6 Minute Read
Identifying the right technologies
While utilization data is now at the forefront of occupancy planning, having a technology to track space and occupancy data remains core to portfolio management and space chargebacks and allocations.
More than 90% of respondents use a CAFM/IWMS system to track floor plans and occupancy data on an ongoing basis. Solutions vary, though, each with their own benefits and use cases. However, the data maintained in the systems is consistent (Figure 59).
Figure 59: What data is maintained?
Note: Based on 45 respondents who maintain space data.
Source: CBRE Global Occupancy Insights Report, 2021.
More than 90% of respondents use a CAFM/IWMS system to track floor plans and occupancy data.
Integrating data sources
Eighty-six percent integrate data feeds into their CAFM/IWMS system (Figure 60), which is best practice as it eliminates manual work and allows teams to focus on more strategic initiatives. Moreover, 84% report that they integrate data from HR for employee data, 66% integrate with organizational/hierarchy data and 55% ingest financial hierarchy for cost centers that drive space allocation programs (Figure 61). Although portfolio data integrations (32%) and utilization data integrations (16%) score low, these will increase as this data is valuable in driving future real estate decisions.
Figure 60: Are there automated data feeds into the CAFM/IWMS technology?
Note: Based on 44 respondents with a CAFM technology.
Source: CBRE Global Occupancy Insights Report, 2021.
Figure 61: If yes, what data feeds are in place? Select all that apply.
Note: Based on 44 respondents with a CAFM technology.
Source: CBRE Global Occupancy Insights Report, 2021.
Also on the rise are the feeds of data from the CAFM system into systems like employee directories and room reservation systems, with 58% reporting they push data into other systems (Figure 62).
Figure 62: If yes, what tools/technologies use the client CAFM/IWMS data? Select all that apply.
Note: Based on 28 respondents with automated data feeds from CAFM tech.
Source: CBRE Global Occupancy Insights Report, 2021.
Keeping pace with new technology
Today’s rapidly evolving technology landscape is sometimes difficult to keep up with. The CAFM/IWMS landscape is changing and provides ever expanding functionality to address hybrid work and integration with other systems. Taking the time to evaluate systems is crucial for lasting success. A deep understanding of space data goals and a thoughtful approach on ensuring the appropriate adoption are critical components to a successful technology implementation.
Here are CBRE’s predictions on how technologies and tools will help manage workplace and occupancy programs in the future:
A deep understanding of space data goals and a thoughtful approach on ensuring the appropriate adoption are critical components to a successful technology implementation.
The outlook for deskbooking technologies
Prior to the pandemic, desk-booking systems had a low adoption rate. Clients were using them as a lever to support a move to free-address working and activity-based working, not as a method to manage space allocations and management in the future.
During the pandemic, interest in desk booking applications increased, with 43%-53% of respondents planning to deploy a room/desking booking application (Figure 63). The requests for solutions have nearly always been linked to space utilization technology to validate bookings and availability.
Figure 63: Is your client planning to deploy a reservation system to book workspaces in the future?
Source: CBRE Global Occupancy Insights Report, 2021.
CBRE has seen an accelerated increase in how occupancy management programs support dynamic scheduling of space based on occupancy requirements. The ability to plan for teams to be seated together based on their work patterns is a priority for the workplace and occupancy industry to solve, which will lead to several major developments:
- Desk and room reservations will be handled through AI scheduling, which will change and update right up to the time of the meeting. Flex space will be automatically scheduled as and when required.
- Occupants' actual and predicted locations will be used to bring people together with automated booking of nearby flex meeting space to increase productivity and reduce energy waste.
- Dynamic space scheduling will actively manage occupancy and utilization rates, which will flatten the utilization curve allowing for an efficient building footprint in peak periods.
- AI will bring like-minded people together and people needing particular skillsets.